Fringe Benefits Pool:
What Changes? What Stays the Same?
One of the most important points about the fringe benefit pool is that there will be no change to the existing cost of benefits to the employee as the result of implementing the pooled method.
Additional Pay – HRAC in ePAF
- Additional Pay will still be entered in ePAF and will require Level 1 and Level 2 approval.
- The distribution (HRAC) for the Additional Pay will no longer be entered on the ePAF; instead, it will be entered in UF Payroll Distributions, IF the distribution for the Additional Pay is different from the employee’s normal distribution. The security role is UF_PY Department Admin, and the training for this role is PST081 Payroll Distributions.
Additional Pay – Multiple Distributions
- In the past, if an Additional Pay were to be paid from two HRACs it was necessary to enter two ePAFs. This will no longer be required. For example, if a Wireless Device Allowance of $50 per pay period were to be paid 50% from the dean’s office and 50% from the department, two ePAFs were entered – one for $25 and another for $25. Now, only one ePAF will be required. The UF Payroll Distribution will reflect the 50/50 split between the dean’s office and the department.
Additional Pay – Retros
- The form Additional Pay Correction Request will no longer be required to retro an Additional Pay. In the past, Payroll Services was able to process one retro for each Additional Pay after receiving the Request form. Journal entries were required for any subsequent changes.
- Beginning pay period ending July 23, 2009 in FY10, retros to Additional Pay will be entered in UF Payroll Distributions. This will allow splits in distributions as well as subsequent additions, deletions and changes to the distribution for Additional Pays. This change will allow multiple retros to Additional Pay.
- NOTE: Any corrections needed for grant-related funds in the prior fiscal year will still follow the old business process, i.e., submit an Additional Pay Correction Request, be limited to a one-time retro, and make additional corrections via journal entries.
- Distributions for Additional Pays that cross colleges must be submitted on the Cross College Requests.
Payroll Distributions – New Updated Forms
- Cross College Requests and Non-Cross College Correction Forms have been updated and will be available mid-June 2009. The new forms should be used for any FY10 Cross College Requests/Corrections and may also be used for any prior year corrections. These new forms include a column for the earnings code field.
Leave Cashouts (Sick, Vacation, and DROP Vacation Leave)
- Payments to employees whose last day worked is June 30 or earlier (termination date in Job Data is July 1 or earlier) will be charged to the department, regardless of when the leave cashout is processed. Since ePAF will no longer accept a HRAC, the department will provide the HRAC for the cashout in the Comment section.
- Payments to employees whose last day worked is July 1 or later (termination date in Job Data is July 2 or later) will be charged to the pool.
December Leave Cashouts
- December Leave Cashouts will continue to be charged to the department.
Overtime and Special Comp Cashouts Paid at Termination
- Overtime and special comp cashouts paid at termination will continue to be charged to the department. Since ePAF will no longer accept a HRAC, the department will provide the HRAC for the cashout in the Comment section.
Overtime and Special Comp Cashouts Paid at the End of the Fiscal Year
- Overtime and special comp cashouts paid at the end of the fiscal year will continue to be charged according to the employee’s distribution in UF Payroll Distributions.
Sick Leave Pool
- Sick leave pool hours will be charged to the pool.
Double Deductions for 9-Month Employees
- There will be no changes in the method or timing of double deductions for 9-month employees.
Preliminary and Final Paylists
- Nothing about these reports or the review of these reports changes. However, it is important to remember that the review of the preliminary and final paylists is critical to paying employees timely and accurately, as well as eliminating the need for emergency checks and especially for eliminating overpayments to employees.
Human Resource Services